Volunteer Recruitment Plan

Develop your process first- forms are your friends (really)

Setting up a good volunteer recruiting system initially takes time and energy- especially when you have limited resources. But if you are like most youth sports programs, finding, training, and supporting high quality volunteers is crucial to your success. None of the suggestions below need to be complicated or fancy- and if you keep reading you will find that much of the work has been done for you already.

• Position Descriptions: Develop a written job description for each unique volunteer position you are looking to fill. You can then quickly cut and paste these into numerous website and print listings.
• Applications : Applications not only provide you with standard information about all of your applicants, but they require the applicant to really think about why they want to volunteer with your program. I have found that only about 50-70% of people who express an interest in volunteering complete the application- and if they are not committed enough to fill out a simple form they will probably not be a great volunteer. I like to find this out before I go through an interview.
• Introductory emails and letters : When you post a listing on line, you may get as many as 30 responses, particularly from the matching websites like Volunteer Match and Volunteer Solutions. (You may also get none, but plan for 30!). Introductions give the applicant further details about your program, time commitment, work environment, job location, required screening and training. It helps to include the position description and application form with this letter.
• Supporting Documents : Once a volunteer completes the application and has a good interview, it is just as key that they have a clear understanding of what they will be doing. Having a written process for orientation, a contract that spells out what they can expect from you and what you can expect from them, a code of conduct, and a recognition plan for how they will be acknowledged for the great work they are doing all help. Together, these will all go a long way towards keeping your volunteers working hard, happy, invested, and accountable.

Saving Time

Borrow liberally from the work of others

To create a good system you do not need to reinvent the wheel, or even become an expert on volunteer management. Much of the work has been done for you. There are many examples on the web and elsewhere you can use to jumpstart the process-particularly from your peers, so do not be afraid to ask them! I have used the resources below many times and would be happy to share what I have.

• Microsoft Templates - There are thousands of free, downloadable Microsoft templates on the web. These include volunteer and staff applications, reference checks, and professional flyers to advertise your program. They even give you instructions on how to customize them. You can find dozens on the BYSI website in the Support section under “Administration”.
• Energize Inc,- Their manual, Volunteer Recruitment (and Membership Development) Book by Susan Ellis, is a must have guide. They have forms, templates, and more to help you.
• The National and Massachusetts Recreation and Parks Associations- NRPA and MRPA are great places to find a number of great resources, including volunteer guides and resources for all types of recreation and sports programs.